MCHP Data Access Process - Step 3 - MCHP Project Feasibility and Data Access Quote Form
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The MCHP Project Feasibility and Data Access Quote Request Form (FORM) is used to collect information about your research project and identify all of the databases you want to use in your research project. The entire research plan (the research proposal and the completed FORM) must be submitted to MCHP for feasibility review.

The FORM is available in two versions - one is an on-line, fillable form and one is printable. A version of each form is available in the More Information section below.

The FORM contains four sections and two appendices that collect the following information:

A. Project Title and Principal Investigator (PI)

  • the full title of the project;
  • the name of the Principal Investigator (PI) and contact information (e-mail address, institution/department, telephone number, and full mailing address); 
  • the Project Coordinator/PI's assistant (name and e-mail address);
  • an indication whether the project is a thesis.  If it is, indicate the level or type of thesis and the thesis supervisor's name and e-mail address (see MCHP Guidelines for Student Use document for more information); and
  • the name of the University of Manitoba project associated investigator (if required).

B. Project Information

  • a description of the project - this can be the Research Proposal developed in Step 2 or a letter of intent;
  • whether the project is related to another MCHP project.  If it is, add the project reference number(s);
  • the data requirements. Indicate Appendix 1 for Repository data.  Indicate Appendix 2 if your project also uses project specific data that is not available from the Repository. See below for additional information on completing Appendix 1 and 2.

    NOTE: Using non-Repository data -- a.k.a. project specific data -- for your research project requires additional steps in the MCHP Data Access Process. See the document titled Data Request Guidelines for Project Specific Data for additional information on this process.

  • indicate whether your analyses will include any specific population subgroups (e.g.: First Nations, Metis or Inuit) that require privacy considerations/permissions for use; and
  • identify where the data access / analyses will be located (at MCHP or through remote access).

C. Funding Information

  • indicate the source of funding, if known;
  • if funding is being applied for, please indicate this on the form;
  • the name of the PI on the funding submission;
  • the amount expected/received;
  • the expected project start and end dates;
  • indicate whether you will be applying for the MCHP Rady Faculty Research Support Fund - for Rady Faculty members only; and
  • indicate whether you will be applying for the Evelyn Shapiro Award for Health Services Research - for students only.

D. MCHP Accreditation Status

  • an indicator of the researcher's (PI's) MCHP Accreditation status within the last 12 months.

    NOTE: MCHP Accreditation must be completed prior to the start of a research project and must be renewed on an annual basis. For more information, please see Step 1 - Accreditation.

Appendix 1. List of Databases Required from the MCHP Data Repository

A list of Data Repository databases required for your research project is necessary for a feasibility review, and the database list is also required for submission for project approvals. The information should be presented in table format with the following column headings:

  • Data Provider/Type - this indicates the type of data (e.g.: Health, Education, Social, Justice) you are requesting;
  • Database Name - the name of the database;
  • Data Years - the range of data years required for your project (e.g.: 1995/96 to 2017/18);
  • Data Fields/Variables - if known, list the data fields/variables and the indicators required for your project;  and
  • Rationale - the reasons for using the database in your research project.

    Resources Available: - the following resources are available to assist you in identifying relevant Repository database information and the years of data available that you require for your project:

    • Repository Data List - provides a summary list of databases available in the Repository, including the database name, years of data available, and the associated Data Provider;
    • Repository Data Descriptions - a searchable tool that provides more detailed information on the content available in each database;
    • Available Years of Data Chart - provides a graphic illustration of the years of data available for each database;
    • MCHP Concept Dictionary and Glossary - a searchable tool that can provide detailed information on the existing algorithms (e.g. data sources, data field/variable names, code values, time frames) that are used in defining diagnoses, medical conditions, procedures, and health and social measures/indicators (e.g. provider visits, premature mortality, income quintiles) you may want to use in your research; and
    • [LINK]List of Common Indicators used in MCHP Research[/LINK] - TO BE DEVELOPED - this list contains common measures and indicators used in MCHP research and identifies the databases that contain the variables necessary to use the indicator in your research project. 

      Example - Appendix 1 - List of Repository Databases

Appendix 2. Database Not Available in the MCHP Repository

NOTE: Completion of Appendix 2 is only required if you are also planning to use project specific data, that is not part of the Manitoba Population Research Data Repository.  The project specific data must be identified and approved for use.

Appendix 2 has two sections to complete, including:

    A. Database Information:

    • Full Title of the Project (this should be the same information as recorded in section A of the FORM);
    • Principal Investigator name;
    • Database Name (assigned to the project specific database);
    • Database Source (the organization / department / group where the database originates from);
    • Contact Person at Source (the name, e-mail address and phone number for the contact);
    • Organization providing/approving use of the project specific data and assuming liability for disclosure and use (e.g. PHIA Trustee);
    • Database Scope - a description of the data, such as, contains demographic and personal health information, start and end dates, a brief description of the content, and whether the data is provided at an individual person or aggregate level; and
    • Data Sharing Arrangements - indication of whether there is a Data Sharing Agreement for ongoing use of the data, or if the data will only be used for this specific project.

      NOTE: Additional detailed information on the process surrounding the use of project specific data is available in the document titled Data Request Guidelines for Project Specific Data.

    B. Requirements for the Transfer and Use of Project Specific Data

    • A signature in this section is required from the PI, who is responsible for arranging the collection and disclosure of project specific data to MCHP, including all the necessary approvals regarding privacy and ethics from the project specific data providers.

Important Notes About Your List of Databases

  • The primary data approval bodies (HIPC and HREB), MCHP and other approval agencies require a list of all the data that will be used in your project.
  • Creating one table with the following information will meet the requirements of HIPC, HREB, MCHP and other approval agencies: the data provider/type, database name, years of data required, data fields / variables required, and the rationale / explanation of how the requested data relates to the study purpose, question(s), and hypotheses.
  • If the data is not directly related, include an explanation of why the data is required.
  • Creating a table that includes the information identified above means you will only need to create one version of the table for your project that can be submitted to the various organizations for approval.


  • Complete the Project Feasibility and Data Access Quote Request Form.
  • Submit your Research Plan to MCHP for Feasibility Review - your Research Plan includes the Research Proposal completed in Step 2, the Project Feasibility and Data Access Quote Request Form, and any additional supporting documentation for the proposal (e.g.: funding support, grant proposals). The information can be sent via e-mail to the MCHP Repository Access Unit at:

    Additional Tasks For Private Sector / Industry Sponsored Research Projects

    • Submit a copy of the Funding Contract / Agreement - a copy of the Funding Contract / Agreement must be submitted with the Research Plan.
    • Private Sector / Industry Sponsored Research Application Fee - a non-refundable fee of $2,000.00 is required to allow for review of the funding contract. An invoice will be sent from the MCHP Finance team for payment. The fee is not an assurance that a project will receive approval. Additional fees may be applicable from other data providers / organizations (e.g. HREB) involved in private sector / industry sponsored research projects. NOTE: Research projects funded by the public sector (e.g. the Government of Canada, Health Canada, Public Health Agency of Canada (PHAC), Province of Manitoba) are not subject to this fee.

More Information

  • Using project specific data for your research project involves additional steps and costs to your project, and requires written approval from the organization providing the data. The steps involved in using project specific data in your research project include:
    • developing a Data Sharing Agreement (for ongoing use of the data) or a letter of approval for using the data for your project.
    • data linkage at Manitoba Health, Seniors and Active Living (MHSAL);
    • a transfer of "linkage / crosswalk" data between MHSAL and MCHP;
    • a transfer of service data between the data provider and MCHP;
    • data installation at MCHP; and
    • time for MCHP to learn more about the project specific data (if required).

    For more information on using project specific data in your research project, please read the Data Request Guidelines for Project Specific Data document.

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Page Last Updated:  July 6, 2020